RFP 2027 FCPS Copier

Franklin County Public Schools (FCPS) in Virginia is requesting proposals for a comprehensive copier lease and managed print service program including PaperCut software and cloud-based fax solutions under RFP 2027-FCPS-Copier, with proposals due August 24, 2026 at 10:00 a.m. EST. The contract term runs January 1, 2027 through June 30, 2032 (5 years and 6 months). Addendum 1 corrects the awarded vendor's mandatory school board meeting date to September 14, 2026 at 6:00 p.m.

The scope comprises five models of school machines totaling 98 multifunction devices — 7 color units at 60 ppm minimum with finishers (Model 1), 39 color units at 45 ppm with finishers (Model 2), 21 monochrome units at 45 ppm with finishers (Model 3), 15 color units at 35 ppm on tall stands (Model 4), and 16 monochrome units at 35 ppm on tall stands (Model 5) — plus six production machines ranging 60–136 ppm with finishing capabilities. The program includes PaperCut print management software (98 embedded licenses and RFID HID badge readers), WebCRD print workflow software with page-editing and deletion capability, and a cloud-based fax platform supporting 23 fax numbers and approximately 2,500 monthly faxes. All equipment must be new with delivery inside designated locations within 30 calendar days; installation is scheduled Monday–Thursday, 8:00 a.m. to 3:30 p.m. The managed service includes maintenance, repair, toner, automated meter reading, and device management; service calls require four-business-hour response with eight-business-hour parts availability and loaner equipment at no cost for repairs exceeding two business days.

Pricing must itemize school machines, production machines, fax solution, PaperCut licensing, and WebCRD upgrade separately as a final combined monthly total. Copy allowances are calculated per model with shared pools; FCPS prefers yearly overage billing spread across twelve months. Current overage charges totaled $76,776.84 in 2025, with the highest costs concentrated in the print shop and high school. The incumbent, Virginia Business Systems, manages current Konica Minolta equipment and eFax service.

Evaluation weights functional fit, experience and references, cost proposal, implementation and support plan, integration and technical capabilities, and training and user support at 20 percent each. Anticipated award notification is September 7, 2026. All proposals become FCPS property and are subject to public disclosure.